RFP 17-40130-8758-Mechanical and Electrical Services+appendices.pdf

REQUEST FOR PROPOSALS FOR

Mechanical/Electrical Maintenance Services at

Central Administration Building (CAB) TransCore Building (located on CAB site) Turnpike Industrial Park (TIP) Building

TIP Maintenance Building (located on TIP site) Steelton Warehouse

East Park Drive (EPD) E-ZPass Service Center

ISSUING OFFICE

Pennsylvania Turnpike Commission

Facilities and Energy Management Operations

RFP NUMBER

RFP 17-40130-8758

DATE OF ISSUANCE

October 12, 2017

REQUEST FOR PROPOSALS FOR

Central Administration Building (CAB) TransCore Building (located on CAB site) Turnpike Industrial Park (TIP) Building

TIP Maintenance Building (located on TIP site) Steelton Warehouse

300 East Park Drive (EPD)

TABLE OF CONTENTS

Part I - GENERAL INFORMATION FOR PROPOSERS page 1

Part II - INFORMATION REQUIRED FROM PROPOSERS page 7

Part III - CRITERIA FOR SELECTION page 11

Part IV - WORK STATEMENT page 13

APPENDIX A – STANDARD AGREEMENT

APPENDIX B – PROPOSER QUESTIONS FORM

APPENDIX C – PROPOSAL COVER SHEET

APPENDIX D – INSURANCE SPECIFICATION

APPENDIX E – DIVERSE BUSINESS (DB) REQUIREMENTS

APPENDIX F – COST BREAKDOWN

APPENDIX G – PREVENTIVE MAINTENANCE EQUIPMENT INVENTORY

APPENDIX H – PREVENTIVE MAINTENANCE TASK LIST

PART I

GENERAL INFORMATION FOR PROPOSERS

I-1. Purpose. This request for proposals (RFP) provides interested Proposers with sufficient information to enable them to prepare and submit proposals for consideration by the Pennsylvania Turnpike Commission (Commission) to satisfy a need for Mechanical/Electrical Maintenance Services.

I-2. Issuing Office. This RFP is issued for the Commission by the Contracts Administration Department on behalf of the Facilities and Energy Management Operations Department.

I-3. Scope. This RFP contains instructions governing the proposals to be submitted and the material to be included therein; a description of the service to be provided; requirements which must be met to be eligible for consideration; general evaluation criteria; and other requirements to be met by each proposal.

I-4. Problem Statement. The Pennsylvania Turnpike Commission is seeking a firm to provide maintenance of mechanical, electrical, fire alarm, fire protection, automatic temperature control and building automation systems for tis Central Administration Building, TransCore Building, Turnpike Industrial Park Building, TIP Maintenance Building, Steelton Warehouse and 300 East Park Drive Building. The Commission desires to engage a firm for a multiple year agreement to perform the maintenance services outline in this Request for Proposal (RFP).

I-5. Type of Contract. It is proposed that if a contract is entered into as a result of this RFP, it will be a fixed fee contract. The Commission may in its sole discretion undertake negotiations with Proposers whose proposals as to price and other factors show them to be qualified, responsible, responsive and capable of performing the work. A sample Contractual Agreement is provided in Appendix A.

I-6. Contractor Integrity Provisions. Contractor Integrity Provisions will apply to this contract upon award and the awarded vendor may be required to complete a Background Qualifications Questionnaire prior to entering into an Agreement with the Commission and attend annual ethics training provided by the Commission. Proposers can find these two documents on the Commissions website at www.paturnpike.com (Doing Business, General Information, Integrity Provisions).

Include full disclosure of any potential conflict with the State Adverse Interest of State Advisor or Consultant Statute by the prime or any subconsultant. If there is no adverse interest you shall include the following statement: "I have reviewed the State Adverse Interest Statute and determined that there is no adverse interest for anyone on this Agreement team." This information should be included in your transmittal letter/cover page or executive summary.

I-7. Rejection of Proposals. The Commission reserves the right to reject any and all proposals received as a result of this request, or to negotiate separately with competing Proposers.

I-8. Subcontracting. Any use of subcontractors by a Proposer must be identified in the proposal.

During the contract period use of any subcontractors by the selected Proposer, which were not previously identified in the proposal, must be approved in advance in writing by the Commission.

I-9. Incurring Costs. The Commission is not liable for any costs the Proposer incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of contract.

I.10. Questions and Answers. There will be no pre-proposal conference for this RFP. Written questions may be submitted to clarify any points in the RFP which may not have been clearly understood.

Written questions should be submitted by email to RFP-Q@paturnpike.com with RFP 17-40130-8758 in the Subject Line to be received no later than 2:00 PM local time on Wednesday, October 25, 2017.

Proposers shall use the form provided in Appendix B to submit the questions. All questions and written answers will be posted to the website as an addendum to and become part of this RFP.

I-11. Addenda to the RFP. If it becomes necessary to revise any part of this RFP before the proposal response date, addenda will be posted to the Commission’s website under the original RFP document. It is the responsibility of the Proposer to periodically check the website for any new information or addenda to the RFP.

The Commission may revise a published advertisement. If the Commission revises a published advertisement less than ten days before the RFP due date, the due date will be extended to maintain the minimum ten-day advertisement duration if the revision alters the project scope or selection criteria. Firms are responsible to monitor advertisements/addenda to ensure the submitted proposal complies with any changes in the published advertisement.

I-12. Response. To be considered, proposals must be delivered to the Pennsylvania Turnpike Commission’s Contracts Administration Department, Attention: Stephanie Newbury, on or before 2:00 PM local time on Tuesday, November 14, 2017 The Commission will not accept proposals via email or facsimile transmission. The Pennsylvania Turnpike Commission is located at 700 South Eisenhower Boulevard, Middletown, PA 17057 (Street address). Our mailing Address is P. O. Box 67676, Harrisburg, PA 17106.

Please note that use of U.S. Mail, FedEx, UPS, or other delivery method, does not guarantee delivery to the Contracts Administration Department by the above listed time for submission. Proposers mailing proposals should allow sufficient delivery time to ensure timely receipt of their proposals. If the Commission office location to which proposals are to be delivered is closed on the proposal response date, due to inclement weather, natural disaster, or any other cause, the deadline for submission shall be automatically extended until the next Commission business day on which the office is open. Unless the Proposers are otherwise notified by the Commission, the time for submission of proposals shall remain the same.

I-13. Proposals. To be considered, Proposers should submit a complete response to this RFP, using the format provided in PART II. Each proposal should be submitted in four (4) hard copies of the Technical Submittal, four (4) hard copies of the Diverse Business (DB) participation submittal, and four (4) hard copies of the Cost Submittal. In addition to the hard copies of the proposal, two complete and exact copies of the Technical, Cost and DB submittals, along with all requested documents on CD-ROM or Flash Drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the hard copy. Proposer should ensure that there is no costing information in the technical submittal. The CD or Flash drive should clearly identify the Proposer and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted.

The Proposer shall present the proposal to the Contracts Administration Department only. No other distribution of proposals will be made by the Proposer. Each proposal page should be numbered for ease of reference.

An official authorized to bind the Proposer to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix C to this RFP) and the Proposal Cover Sheet is attached to the proposal, the requirement will be met. For this RFP, the proposal must remain valid for at least 120 days.

Moreover, the contents of the proposal of the selected Proposer will become contractual obligations if a contract is entered into.

Each and every Proposer submitting a proposal specifically waives any right to withdraw or modify it, except as hereinafter provided. Proposals may be withdrawn by written or fax notice (fax number (717) 986-8714) received at the Commission’s address for proposal delivery prior to the exact hour and date specified for proposal receipt.

Overnight Delivery Address: US Mail Delivery Address:

Contracts Administration Department Contracts Administration Department Attn: Stephanie Newbury Attn: Stephanie Newbury PA Turnpike Commission PA Turnpike Commission 700 South Eisenhower Blvd. P.O. Box 67676 Middletown, PA 17057 Harrisburg, PA 17106

However, if the Proposer chooses to attempt to provide such written notice by fax transmission, the Commission shall not be responsible or liable for errors in fax transmission. A proposal may also be withdrawn in person by a Proposer or its authorized representative, provided his/her identity is made known and he/she signs a receipt for the proposal, but only if the withdrawal is made prior to the exact hour and date set for proposal receipt. A proposal may only be modified by the submission of a new sealed proposal or submission of a sealed modification which complies with the requirements of this solicitation.

I-14. Economy of Preparation. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP.

I-15. Discussions for Clarification. Proposers who submit proposals may be required to make an oral or written clarification of their proposals to the Issuing Office through the Contract Administration Department to ensure thorough mutual understanding and Proposer responsiveness to the solicitation requirements. The Issuing Office through the Contract Administration Department will initiate requests for clarification.

I-16. Best and Final Offers. The Issuing Office reserves the right to conduct discussions with Proposers for the purpose of obtaining “best and final offers.” To obtain best and final offers from Proposers, the Issuing Office may do one or more of the following: a) enter into pre-selection negotiations;

b) schedule oral presentations; and c) request revised proposals. The Issuing Office will limit any discussions to responsible Proposers whose proposals the Issuing Office has determined to be reasonably susceptible of being selected for award.

I-17. Prime Proposer Responsibilities. The selected Proposer will be required to assume responsibility for all services offered in its proposal whether or not it produces them. Further, the Commission will consider the selected Proposer to be the sole point of contact with regard to contractual matters.

I-18. Proposal Contents. Proposals will be held in confidence and will not be revealed or discussed with competitors, unless disclosure is required to be made (i) under the provisions of any Commonwealth or United States statute or regulation; or (ii) by rule or order of any court of competent jurisdiction. All material submitted with the proposal becomes the property of the Pennsylvania Turnpike Commission and may be returned only at the Commission’s option. Proposals submitted to the Commission may be reviewed and evaluated by any person other than competing Proposers at the discretion of the Commission. The Commission has the right to use any or all ideas presented in any proposal. Selection or rejection of the proposal does not affect this right.

In accordance with the Pennsylvania Right-to-Know Law (RTKL), 65 P.S. § 67.707 (Production of Certain Records), Proposers shall identify any and all portions of their Proposal that contains confidential proprietary information or is protected by a trade secret. Proposals shall include a written statement signed by a representative of the company/firm identifying the specific portion(s) of the Proposal that contains the trade secret or confidential proprietary information.

Proposers should note that “trade secrets” and “confidential proprietary information” are exempt from access under Section 708(b)(11) of the RTKL. Section 102 defines both “trade secrets” and “confidential proprietary information” as follows:

Confidential proprietary information: Commercial or financial information received by an agency:

(1) which is privileged or confidential; and (2) the disclosure of which would cause substantial harm to the competitive position of the person that submitted the information.

Trade secret: Information, including a formula, drawing, pattern, compilation, including a customer list, program, device, method, technique or process that: (1) derives independent economic value, actual or potential, from not being generally known to and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use; and (2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy. The term includes data processing software by an agency under a licensing agreement prohibiting disclosure.

65 P.S. §67.102 (emphasis added).

The Office of Open Records has determined that a third party must establish a trade secret based upon factors established by the appellate courts, which include the following:

the extent to which the information is known outside of his business;

the extent to which the information is known by employees and others in the business;

the extent of measures taken to guard the secrecy of the information;

the value of the information to his business and to competitors;

the amount of effort or money expended in developing the information; and the ease of difficulty with which the information could be properly acquired or duplicated by others.

See Crum v. Bridgestone/Firestone North Amer. Tire., 907 A.2d 578, 585 (Pa. Super. 2006).

The Office of Open Records also notes that with regard to “confidential proprietary information the standard is equally high and may only be established when the party asserting protection shows that the information at issue is either ‘commercial’ or ‘financial’ and is privileged or confidential, and the disclosure would cause substantial competitive harm.” (emphasis in original).

For more information regarding the RTKL, visit the Office of Open Records’ website at www.openrecords.state.pa.us.

I-19. Debriefing Conferences. Proposers whose proposals are not selected will be notified of the name of the selected Proposer and given the opportunity to be debriefed, at the Proposer’s request. The Issuing Office will schedule the time and location of the debriefing. The Proposer will not be compared with other Proposers.

I-20. News Releases. News releases pertaining to this project will not be made without prior Commission approval, and then only in coordination with the Issuing Office.

I-21. Commission Participation. Unless specifically noted in this section, Proposers must provide all services to complete the identified work.

I-22. Cost Submittal. The cost submittal shall be placed in a separately sealed envelope within the sealed proposal and kept separate from the technical submittal.

I-23. Term of Contract. The term of the contract will commence on the Effective Date (as defined below) and will end in two (2) years with two (2) additional two-year renewal options. The Commission shall fix the Effective Date after the contract has been fully executed by the Contractor and by the Commission and all approvals required by Commission contracting procedures have been obtained.

I-24. Proposer’s Representations and Authorizations. Each Proposer by submitting its proposal understands, represents, and acknowledges that:

a. All information provided by, and representations made by, the Proposer in the proposal are material and important and will be relied upon by the Issuing Office in awarding the contract(s). Any misstatement, omission or misrepresentation shall be treated as fraudulent concealment from the Issuing Office of the true facts relating to the submission of this proposal. A misrepresentation shall be punishable under 18 Pa. C.S. 4904.

b. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other Proposer or potential Proposer.

c. Neither the price(s) nor the amount of the proposal, and neither the approximate price(s) nor the approximate amount of this proposal, have been disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed on or before the proposal submission deadline specified in the response section of this RFP.

d. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.

e. The proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

f. To the best knowledge of the person signing the proposal for the Proposer, the Proposer, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as disclosed by the Proposer in its proposal.

g. To the best of the knowledge of the person signing the proposal for the Proposer and except as otherwise disclosed by the Proposer in its proposal, the Proposer has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Proposer that is owed to the Commonwealth.

h. The Proposer is not currently under suspension or debarment by the Commonwealth, or any other state, or the federal government, and if the Proposer cannot certify, then it shall submit along with the proposal a written explanation of why such certification cannot be made.

i. The Proposer has not, under separate contract with the Issuing Office, made any recommendations to the Issuing Office concerning the need for the services described in the proposal or the specifications for the services described in the proposal.

j. Each Proposer, by submitting its proposal, authorizes all Commonwealth agencies to release to the Commission information related to liabilities to the Commonwealth including, but not limited to, taxes, unemployment compensation, and workers’ compensation liabilities.

I-25. Indemnification. The Proposer shall be responsible for, and shall indemnify, defend, and hold harmless the Commission and its Commissioners, officers, employees, and agents from any claim, liability, damages, losses, causes of action, and expenses, including reasonable attorneys’ fees, arising from damage to life or bodily injury or real or tangible personal property caused by the negligence or other tortious acts, errors, and omissions of Proposer, its employees, or its subcontractors while engaged in performing the work of the Agreement or while present on the Commission’s premises, and for breach of the Agreement regarding the use or nondisclosure of proprietary and confidential information where it is determined that Proposer is responsible for any use of such information not permitted by the Agreement.

The indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for Contractor or its subcontractors under Workers’ Compensation Acts, Disability Benefits Acts, or other Employee Benefit Act.

I-26. Insurance. Proposer will comply with the Insurance requirements as described in Appendix D - Insurance Specification.

I-27. Diverse Business (DB) Requirements. Proposer will comply with the DB Requirements as described in Appendix E – Diverse Business (DB) Requirements.

PART II

INFORMATION REQUIRED FROM PROPOSERS

Proposals must be submitted in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. All cost data relating to this proposal and all Diverse Business cost data should be kept separate from and not included in the Technical Submittal. Each proposal shall consist of three separately sealed submittals:

1. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 A through G;

2. Diverse Business Participation Submittal, in response to RFP Part II, Section II-2; and

3. Cost Submittal, in response to RFP Part II, Section II-3.

The Commission reserves the right to request additional information which, in the Commission’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.

The Commission may make such investigations as deemed necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to the Issuing Office all such information and data for this purpose as requested by the Commission. The Commission reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the Commission that such Proposer is properly qualified to carry out the obligations of the agreement and to complete the work specified.

II-1 Technical Submittal.

A. Proposal Cover Sheet (See Appendix C)

Show the name of your firm, Federal I.D. number, address, name of contact person, contact person’s email and telephone number date and the subject: Mechanical/Electrical Maintenance Services at Central Administration Building (CAB), TransCore Building (located on CAB site), Turnpike Industrial Park (TIP) Building, TIP Maintenance Building (located on TIP site), Steelton Warehouse, 300 East Park Drive (EPD), RFP 17- 40130-8758. Appendix C must be signed by an individual who is authorized to negotiate terms, render binding decisions and commit your firm’s resources. In addition, it is required that all information requested in Appendix C be provided including information pertaining to location of office performing the work, contact information, listing of all Pennsylvania offices and total number of Pennsylvania employees, and location of company headquarters.

B. Table of Contents

Include a clear identification of the material by section and by page number.

C. Executive Summary Summarize your understanding of the work to be done and make a positive commitment to perform the work necessary. This section should summarize the key points of your submittal.

(Limit to two pages.) Include in this section or in a transmittal letter/cover page a statement regarding full disclosure of any potential conflict with the State Adverse Interest of State Advisor or Consultant Statute as instructed in Proposal Section 1.6 Contractor Integrity Provisions.

D. Firm Overview Provide a brief history and description of your firm’s business organization and its mechanical/electrical maintenance service expertise and experience as it relates to the requirements discussed in Part IV of this RFP. Include the location of offices and the number and types of HVAC Technicians, Fire Alarm Technicians, Plumbers/ Pipefitters, Sheet metal workers, Building Automation System Specialists and consultants or other relevant professional staff in each office. Discuss your firm’s presence in and commitment to the Commonwealth of Pennsylvania. Include a discussion of the specific expertise and services that distinguish your firm.

E. Personnel Include the number and names where practicable of executive, professional, and technical personnel who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged in the work. Include through a resume or similar document education and/or experience in mechanical and electrical maintenance. Indicate the responsibilities each will have in this project and how long each has been with your company.

Describe your organization and how it is structured. Organization charts are helpful supplements to your explanations. Detail in a similar chart the proposed staffing and functions (Individual Name, Job Title, Function/Role, Certifications and Training Completed)

F. Relevant Experience and Expertise Provide a narrative statement regarding your mechanical/electrical maintenance services expertise and experience as it relates to Part IV of this RFP. Additionally, include a statement regarding your understanding of the requirements as outlined in this RFP and your ability to provide mechanical/electrical maintenance services in accordance with the same.

Describe your firm’s experience in providing similar mechanical/electrical maintenance services to other clients, especially other governmental entities and/or similar public/private sector transportation organizations. Describe the business practices that enable you to complete these tasks in an efficient, timely and, at times, expeditious manner.

Provide a list of three references of clients for which your firm has performed similar work, as described in this RFP, within the past three years.

Include a statement regarding any other specialized mechanical/electrical maintenance services your firm may offer.

G. Approach Provide a description of the proposed approach/methodology that you will follow, along with a project plan and realistic timeline that identifies the phases and tasks required to complete the services defined in Part IV. Include in this section the deliverables and reports that will be provided, the project controls that will be used, and the tasks that will be performed.

Provide a description of all of the deliverables that you will provide as an output of the project plan.

Provide relevant samples of deliverables and project plans from similar services that your firm was primarily responsible for producing.

II-2 Diverse Business (DB) Requirements (Appendix E).

The Commission’s Diverse Business (DB) Requirements for this procurement and a resulting contract are identified in Appendix E. There is no minimum participation level (MPL) for DBs established for this contract. However, the utilization of DBs are encouraged and will be considered as a criteria in the evaluation of proposals and may be considered as a factor in the Commission’s selection of a firm for this contract.

The proposer must include in its DB participation submittal that it meets the requirements set forth in the Commission’s DB Requirements - Appendix E. In particular, the proposer shall address the section of the DB Requirements labeled, “Actions Required by Proposer during the procurement/consultant selection phase”. In addition, the DB participation submittal shall indicate the amount of DB participation incurred in the proposal in terms of dollars committed or percentage of total contract amount.

II-3 Cost Submittal (Appendix F).

The information requested in this section shall constitute your cost submittal. THE COST

SUBMITTAL SHALL BE PLACED IN A SEPARATE SEALED ENVELOPE WITHIN

THE SEALED PROPOSAL AND ON A CD-ROM, SEPARATE FROM THE

TECHNICAL SUBMITTAL.

Proposers should not include any assumptions in their cost submittals. If the proposer includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Proposers should direct in writing to the Issuing Office pursuant to Part I-10, Questions and Answers of this RFP any questions about whether a cost or other component is included or applies. All Proposers will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.

Costs shall include all of the maintenance and service requirements as described in this RFP. Provide costs by building as identified Appendix F by completing Tables 1, 2, and

3. All one-time and recurring costs and any underlying assumptions on the part of the Proposer must be included in the costs. All costs shown shall be inclusive of all labor, materials, overhead, and profit and shall not be subject to any additional costs, extras, or escalator clauses. Submit price data as described in this Section. Provide pricing on an annual basis assuming a fixed annual price for the first two (2) year term and include in Appendix F, Pricing Table 1.

Provide pricing for a first contract renewal annual cost for an additional two (2) year term and include in Appendix F Pricing Table 2. This renewal will cover years three (3) and four (4) of the Contract. The decision to renew the contract will be at the sole discretion of the Commission.

Provide pricing for a second contract renewal annual cost for an additional two (2) year term and include in Appendix F Pricing Table 3. This renewal will cover years five (5) and six (6) of the Contract. The decision to renew the contract will be at the sole discretion of the Commission.

Provide pricing for labor rates by trade and document the Proposer’s acceptance of the PTC required mark ups for materials, equipment and subcontracted work for changes in service, if outside the contracted scope. This pricing will also be utilized for equipment repair and/or replacement work as defined in Section IV-4a. Include all required unit pricing and acknowledgments in Appendix F Pricing Tables 4A, 4B, and 4C.

All costs associated with the preventive maintenance and operation, and monitoring and on call services shall be included in the service costs included in the proposal. Any costs not provided in the cost proposal will be assumed as no charge to the Commission.

The selected Proposer shall only perform work on the Contract after the Effective Date is affixed and the fully-executed contract sent to the selected Proposer. The Commission shall issue a written Notice to Proceed to the selected Proposer authorizing the work to begin on a date which is on or after the Effective Date. The selected Proposer shall not start the performance of any work prior to the date set forth in the Notice of Proceed and the Commission shall not be liable to pay the selected Proposer for any service or work performed or expenses incurred before the date set forth in the Notice to Proceed. No Commission employee has the authority to verbally direct the commencement of any work under the Contract.

PART III

CRITERIA FOR SELECTION

III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal shall be

(a) timely received from a Proposer; and (b) properly signed by the Proposer.

III-2. Technical Nonconforming Proposals. The two (2) Mandatory Responsiveness Requirements set forth in Section III-1 above (a&b) are the only RFP requirements that the Commission will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in the proposal, (2) allow the Proposer to cure the nonconformity, or (3) consider the nonconformity in the evaluation of the proposal.

III-3. Proposal Evaluation. Proposals will be reviewed, evaluated, and rated by a Technical Evaluation Team (TET) of qualified personnel based on the evaluation criteria listed below. The TET will present the evaluations to the Professional Services Procurement Committee (PSPC). The PSPC will review the TET’s evaluation and provide the Commission with the firm(s) determined to be highly recommended for this assignment.

The Commission will select the most highly qualified firm for the assignment or the firm whose proposal is determined to be most advantageous to the Commission by considering the TET’s evaluation and the PSPC’s determination as to each firm’s rating. In making the PSPC’s determination and the Commission’s decision, additional selection factors may be considered taking into account the estimated value, scope, complexity and professional nature of the services to be rendered and any other relevant circumstances. Additional selection factors may include, when applicable, the following: geographic location and proximity of the firm, firm’s Pennsylvania presence or utilization of Pennsylvania employees for the assignment; equitable distribution of work; diversity inclusion; and any other relevant factors as determined as appropriate by the Commission.

Award will only be made to a Proposer determined to be responsive and responsible in accordance with Commonwealth Management Directive 215.9, Contractor Responsibility Program.

III-4. Evaluation Criteria. The following criteria will be used, in order of relative importance from the highest to the lowest, in evaluating each proposal:

1. Proposer and Personnel Qualifications and Experience

a. Proposer’s relevant experience and expertise in conducting mechanical/electrical maintenance as it relates to the requirements discussed in Part IV of this RFP.

b. Qualifications, experience and competency of professional personnel who will be assigned to the contract by the Proposer including tenure with firm, length of time in the industry and type of experience.

c. Financial ability of the Proposer to undertake a project of this size.

d. Response of references if the Commission elects to solicit them.

2. Approach

a. Understanding of the Commission’s needs and scope of work.

b. Soundness of proposed approach, methodology, and deliverables for conducting mechanical/electrical maintenance as it relates to the requirements discussed in Part IV of this RFP.

c. Quality, completeness and applicability of sample deliverables provided.

d. Responsiveness, organization, and clarity of Proposal.

3. Cost.

While this area may be weighted heavily, it will not normally be the deciding factor in the selection process. The Commission reserves the right to select a proposal based upon all the factors listed above, and will not necessarily choose the firm offering the best price. The Commission will select the firm with the proposal that best meets its needs, at the sole discretion of the Commission.

4. Commitment to Diversity and Inclusion. This refers to the inclusion of DB firms, as described in Part II-2. Participation may be measured in terms of total dollars committed or percentage of total contract amount to certified DB firms.

PART IV

WORK STATEMENT

IV-1. Objectives.

a. General. The Pennsylvania Turnpike Commission is seeking a firm to provide maintenance of mechanical, electrical, fire alarm, fire protection, automatic temperature control, and building automation systems for its Central Administration Building, TransCore Building, Turnpike Industrial Park Building, TIP Maintenance building, Steelton Warehouse and the East Park Drive E-ZPass Service Center. The contractor recognizes that the reliability of the facilities is imperative to the Commission’s operation and therefore possesses the skills required to support the needs of the facilities.

The Contractor will provide critical support and maintenance at these facilities to support a 24 hour, 7 days a week operational requirement.

IV-2. Nature and Scope of the Project.

a. Building Descriptions.

The Central Administration Building (CAB) serves as the central office for the administration of the Commission. The building includes open office spaces, individual office spaces, and specialized areas for dining, document reproduction and training. The building is a four-story structure that includes 162,000 SF. It is located at 700 S. Eisenhower Blvd in Middletown.

The TransCore Building serves as the central office for the contractor who maintains the toll equipment, radio/cell towers, and communication equipment for the Commission. The building is a one-story structure that includes 1,750 SF. The building includes office spaces and areas for equipment storage and repair. It is located on the east side of the CAB in the lower parking lot.

The Turnpike Industrial Park (TIP) Building serves as the main data center and the Communications Center for the Commission. The building includes open office spaces, individual office spaces, and specialized areas for the data center and building systems. The building is a one-story structure that includes 104,000 SF. The building underwent a large-scale renovation project, which was completed in November 2010, to convert the building to a tier-3 data center. It is located at 2850 Turnpike Industrial Drive in Middletown.

The TIP Maintenance Building serves as a maintenance garage and repair shop for the TIP Building. The building is a one-story structure that includes 1,500 SF. It is located on the west side of the TIP Building.

The Steelton Warehouse serves as a general storage building for the Commission. The building is a one-story structure that includes 14,700 SF. It is located at 2715 S. Front Street in Steelton.

The East Park Drive E-ZPass Service Center serves as housing for TransCore (Turnpike Vendor). The Commission owns the 85,000 SF facility while TransCore resides in the newly remodeled half of that facility. Anyone working in the space must be compliant with any and all Payment Cord Industry (PCI) regulations. It is located at 300 East Park Drive in Harrisburg.

b. Building Systems Descriptions.

The systems and equipment covered by this service contract include generally the HVAC System, Electrical System (power and control only), Automatic Temperature Control Systems (ATC), Building Automation Systems (BAS), Fire Alarm Systems, Fire Protection Systems, and the following identified sub-systems of the Plumbing System; the Domestic Hot Water System, the sewage ejector pumping system, the back-flow prevention systems and the water treatment purification systems. The following electrical/mechanical components or systems will not be included in the awarded Agreement: multimedia, telephone, data, security, elevators, plumbing fixtures, HVAC/plumbing filter replacements, and lighting fixtures. It is intended that the complete HVAC, electrical, automatic temperature controls, building automation systems, fire alarm, fire protection systems and the identified plumbing sub-systems will be covered in their entirety under the awarded service Agreement with the above identified exceptions. To assist the Proposer in preparing the proposals most of the major pieces of equipment that are part of these systems are included as Appendix G (Preventative Maintenance (PM) Equipment Inventory). The equipment inventory is not intended to include all valves, piping, components and accessories but is instead intended to identify the major pieces of equipment included within the systems covered under the awarded Agreement. It is the responsibility of the Proposer to review the PM Equipment Inventory prior to submitting the proposal to the Commission. Any discrepancies between the major equipment quantities shown on the two documents should be submitted pursuant to section I.10. Questions and Answers.

IV-3. Requirements.

a. Implementation. The successful Proposer will have to complete implementation and be operational upon final execution of the Agreement. As part of your proposal, provide a statement indicating your commitment to meet this requirement. Describe your proposed implementation plan and identify any critical milestones.

b. Contract Manager. The Proposer shall designate a Contract Manager who shall be the Proposer’s agent and primary contact for the Commission for all services under the Agreement, who shall have the authority to act on behalf of and bind the Proposer, and who shall be responsible for managing the buildings’ mechanical, electrical, fire alarm, fire protection, automatic temperature control, and building automation systems, unless changed in writing by the Commission. The Contract Manager must be accessible at all times via cell phone, pager, email, or answering service.

When the Contract Manager is not available, the Proposer shall have available one of two designated Acting Contract Manager(s) who shall assume the duties of the Contract Manager so that the maintenance and operation of the premises is supervised by the Proposer. Individuals designated as Acting Manager will be subject to approval of the Commission. The Contract Manager shall report primarily to the Commission – Central Campus Maintenance and Repair Manager. The Proposer shall not replace the person designated as the Contract Manager with any other person without the Commission’s prior written approval. The Proposer shall furnish the resume of their proposed Contract Manager and Acting Contract Manager(s). All costs associated the designation of a contract manager shall be included in its entirety within the service costs included in the proposal.

c. Contractor Management and Support Staff. The Proposer shall furnish complete management, operational, and support staff personnel from the Contractor’s home office organization to support the work required in this RFP.

d. Contractor’s Guarantee. The Proposer hereby warrants that all services rendered under the Agreement shall comply with the highest standards in the building maintenance industry and warrants that all equipment, material and other goods furnished under the Agreement are free from defects in design and workmanship, are merchantable and are fit for the ordinary purposes for which such materials, equipment and other goods are used. The foregoing warranties the services performed in the event that a third party performs and/or furnishes the equipment, materials and goods. Services and goods provided which do not meet these standards will be replaced at Proposer’s expense. All work shall comply with all applicable state, local and federal requirements.

IV-4. Tasks.

a. Preventive Maintenance and Operation. The Proposer shall cause the equipment and systems identified in this RFP or covered in Appendix G – Preventative Maintenance Equipment Inventory, to be maintained in the manner outlined in the Preventive Maintenance Procedures documented as Appendix H – Preventative Maintenance Task List. The specific tasks required by equipment type are included in these Appendices. Preventive maintenance for the purposes of this RFP will include the following tasks: inspections, cleaning, testing, checks, observations, adjustments, calibration, winterizing, seasonal startups/shutdowns, and replacements of worn parts which have a standard life expectancy of less than five (5) years (as determined by the survey of the United States by ASHRAE Technical Committee TC 1.8).

Repairs and replacements for parts/equipment that have a life expectancy greater than five (5) years and have worn, failed or broken parts will be classified as Equipment Repair and/or Replacements for the purposes of this RFP. The Proposer prior to implementing the identified maintenance procedures will review these procedures and verify consistency with the manufacturer’s recommendations. The Proposer must immediately notify the Commission if any conflict exists between the maintenance requirements outlined in Appendix H – Preventative Maintenance (PM) Task List and the manufacturer’s recommendations. The cost for the preventive maintenance work will be identified separately by building as shown in Appendix F – Cost Breakdown. The Commission will provide materials and labor to replace filters on the HVAC and plumbing systems.

Mission Critical Systems maintenance, testing, or planned repairs will be reported to and approved by the Commission Central Campus Maintenance and Repair Manager at least two

(2) weeks prior to conducting such work. Mission critical is defined as issues related to property protection, Data Center Operations, Communications Center Operations, Private Branch Exchange (PBX) rooms, Uninterruptible Power Supply (UPS), generator, occupied zone/area temperatures greater than 79 degrees or less than 60 degrees, or loss of power to an operational area. The Commission may require that work involving a power outage be accomplished during non-working hours.

b. Monitoring and On Call Service. In performance of the Services, the Proposer shall provide on-call services twenty-four (24) hours per day, seven (7) days per week as required to properly maintain the systems covered and respond to alarms or other malfunctions annunciated by pager, telephone call, or email. The Proposer will respond to alarms by telephone within 1 hour of notice and if situation requires an on-site response, will be at the facility within 4 hours.

If parts or equipment are required but not in stock or readily available, equipment and parts must be delivered and installation initiated within 72 hours of initial contact/alarm.

Mission Critical Emergency service items require response by telephone within 1 hour and repair/replacement initiation within 2 hours. Mission critical is defined as issues related to property protection, Data Center Operations, Communications Center Operations, PBX rooms, Uninterruptible Power Supply (UPS), generator, occupied zone/area temperatures greater than 79 degrees or less than 60 degrees, or loss of power to an operational area. If parts or equipment are required but not in stock or readily available, equipment and parts must be delivered and installation initiated within 8 hours of initial alarm/notification. The Proposer will employ temporary measures as needed to mitigate the Mission Critical Emergency until the final repair/replacement is completed.

c. Equipment Repair and/or Replacement. Equipment repair and/or replacement, as defined in Section IV-4a, will be considered extra work and shall not be included in the service costs in Appendix F – Cost Breakdown Pricing Tables 1, 2, and 3. Pricing for labor by trade is required in Tables 4A, 4B, and 4C. The Proposer shall use this pricing – and the specified markups for material, equipment, and subcontracted work – for equipment repair and/or replacement.

The Proposer shall replace or repair equipment and controls that are defective, worn, or malfunctioning. The replaced parts shall meet the requirements of the equipment manufacture and shall be replaced such that all manufacturers’ warranties will be maintained.

IV-5. Reports and Project Control.

a. Task Plan. Provide a monthly work plan that identifies the work elements of each task, the resources assigned to the task, and the time allotted to each element and the deliverable items to be produced.

b. Status Report. The Proposer shall provide a log to the CAB Maintenance and Repair Manager on a quarterly basis of completed repairs, tests, and preventive maintenance service performed as part of the contract. The status reports shall be easily cross-referenced with the task plans.

c. Problem Identification Report. An “as required” report, identifying problem areas. The report should describe the problem and its impact on the facility and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Proposer recommendations with supporting rationale.

d. Final Report.

Provide an overview of the services completed by building and system. Include the following items for each building system in the final report:

1. Summarize the location, purpose, and operation of the system.

2. Describe the preventive maintenance service – and major repairs, if any – that were completed

3. Summarize findings – and recommendations, if any – related to continuous and reliable operation.

4. Include all documents: warranties, operation and maintenance manuals, manufacturer and/or vendor bulletins, etc., which support reported findings.

5. Recommend a work plan to implement findings and improve system operation.

The final report shall be subject to the review and approval of the Issuing Office. If the Issuing Office decides the final report is unsatisfactory, furnish a revised final report within thirty (30) calendar days of receipt of comments from the Issuing Office.

Pennsylvania Turnpike Commission (PTC) Mechanical/Electrical Maintenance Services RFP #: 17-40130-8758

Appendix B

Proposer Questions Form

Pennsylvania Turnpike Commission (PTC) Mechanical/Electrical Maintenance Services RFP #: 17-40130-8758

Page 1 of 1 Appendix B: Proposer Questions Form

Proposer Questions

Pennsylvania Turnpike Commission (PTC) RFP #: 17-40130-8758

Proposer Name:

# Page Section Section Description Proposer Question Commission Response

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APPENDIX C – PROPOSAL COVER SHEET

Central Administration Building (CAB)

TransCore Building (located on CAB site) Turnpike Industrial Park (TIP) Building

TIP Maintenance Building (located on TIP site) Steelton Warehouse

East Park Drive (EPD) E-ZPass Service Center

RFP #17-40130-8758

Enclosed in three separately sealed submittals is the proposal for the Proposer identified below for the above referenced RFP:

Proposer Information:

Proposer Name Proposer Mailing Address

Proposer Website Proposer Contact Person/Title

Contact Person’s Phone Number Contact Person’s Fax Number Contact Person’s Email Address Proposer Federal ID Number Location of Headquarters Location of Office(s) Performing…